Operations Executive

About the Role

The Operations Executive plays a crucial role in ensuring the seamless daily functioning of organizational activities by coordinating across various departments. This individual manages task assignments and monitors project timelines while supporting recruitment and fundamental HR tasks to foster company growth. Reporting directly to the Founder and COO, the Operations Executive acts as the central operational force, guaranteeing smooth implementation of leadership plans.

Key Responsibilities

• Oversee daily operational activities throughout the organization.
• Ensure projects adhere to predetermined schedules and identify blockers promptly.
• Maintain consistent workflow across teams and escalate issues to leadership when necessary.
• Prepare comprehensive daily, weekly, and monthly operational reports.
• Create, assign, and prioritize tasks while maintaining project management dashboards.
• Facilitate cross-departmental collaboration and ensure clarity on ownership and deadlines for each task.
• Coordinate the research team by assigning topics, tracking progress, reviewing outputs, and managing documentation.
• Maintain accurate operational documentation, organize project files, update databases, and prepare summarizations.
• Support recruitment by posting openings, screening resumes, scheduling interviews, conducting initial HR screening, and coordinating onboarding.
• Track attendance, maintain employee records, and assist with engagement activities.
• Manage communication channels by scheduling meetings, preparing agendas, documenting minutes, and following up on action items.

Daily Duties

• Monitor project statuses and assign new tasks.
• Follow up on pending deliverables and monitor deadlines.
• Coordinate with research and data analysts.
• Conduct HR screening calls and schedule interviews when needed.
• Maintain and update project trackers and prepare progress reports.
• Escalate critical issues timely to leadership.

Essential Skills and Qualities

• Strong organizational aptitude with excellent planning and multitasking capabilities.
• Effective time management and meticulous attention to detail.
• Proficient verbal and written English communication with professional interpersonal skills.
• Familiarity with Microsoft Excel, Microsoft Word, Google Workspace, and project management tools like Notion, ClickUp, Trello, or Jira.
• Ability to remain calm under pressure, work autonomously, demonstrate proactivity, and quickly absorb new information.

Key Performance Indicators (KPIs)

• Completion of over 95% of tasks within deadlines.
• Daily updates to project trackers without exception.
• Zero missed interview schedules.
• Timely submission of weekly operational reports.
• Effective coordination across departments reducing delays.
• Successful onboarding and accurate recordkeeping of new hires.